University of Michigan 2010 Business & Finance Leadership Academy

Transcription

1 Onboarding at B&F University of Michigan 2010 Business & Finance Leadership Academy Authored by Scott Harrington, Lisa Harris, Mary Ellen Lyon, Richard Wickboldt, Nadeem Zaidi

2 Onboarding is a process to welcome, educate and assimilate new employees into an organization over a period of time. This process builds the foundation for a work environment that promotes performance, productivity, collaboration and a sense of community with an understanding of the organizational mission and values B&F Leadership Academy Action Learning Project Onboarding Project Team

3 Table of Contents 1. CURRENT CONDITIONS ANALYSIS B&F new hire survey Focus groups with new hires UM HR Professionals interviews employee satisfaction survey data Peer institutions survey GOALS RECOMMENDATIONS IMPLEMENTATION PLAN MEASURING SUCCESS FOLLOW-UP... 9 APPENDIX

4 1. Current Conditions Currently there is no official onboarding process within Business & Finance (B&F) Each year approximately 200 new employees are hired within Business & Finance. New Employees are required to attend the New Employee Orientation (NEO) training conducted by central HR; once new employees report to their individual B&F departments the orientation procedures vary. Many employees are not aware of how B&F operates and where they fit into the organization. There is a need for an onboarding process at the B&F and departmental levels. Our research demonstrates a need for new employees to have a standard onboarding process which provides a line of sight that aligns UM, B&F and Department missions and values. Why do we need to improve these conditions? Companies whose leaders focus on building bonds with their employees in first 90 days retain more employees during their initial period and tend to retain them longer overall George Bradt, co-author Onboarding: How to get your employees up to speed in half the time Ninety percent of employees make their decision to stay at a company within the first six months Aberdeen Group Onboarding Benchmark Report

5 2. Analysis An analysis of the existing conditions was performed which involved the following steps: Surveyed B&F employees hired within last 3 years Held focus groups with new hires Interviewed HR professionals internal and external to B&F Reviewed 2010 Employee Satisfaction Survey data Conducted a peer institutions survey A root cause analysis confirmed current conditions lack standard onboarding guidelines and resources within B&F. The following pages detail this analysis. 2

6 2.1. B&F new hire survey A Zoomerang survey was sent to all B&F employees (452) hired within the last 3 years and 243 people responded. Demographics were: 177 Non-supervisor 42 Supervisor/manager 24 Bargained-for staff There were 14 questions on the survey which focused on their onboarding experience. Many felt that they did not have a good understanding of how Business & Finance operates and only 69% said they were made aware of the Business & Finance mission and values - 43% of those actually knew the mission Focus groups with new hires The team conducted focus groups with more than 50 new hires within B&F. We discovered that: New Employee Orientation (NEO) is generally the first opportunity for employees to get introduced to the University and is well received Onboarding exists in different forms across B&F and non-existent in some departments. GAP: Little emphasis on sharing knowledge about UM, B&F and how a person fits in the Big Picture GAP: Divisional Onboarding experience appears to be focused on high level departmental orientation 3

7 2.3. UM HR Professionals interviews UM HR professionals were interviewed by team members representing both B&F and the academic units. 100% have a documented formal process in place and refer to it as an orientation Many departments consider NEO as their sole Onboarding process 88% feel it acclimates new staff, 12% did not respond 63% believe it works well, 37% did not respond employee satisfaction survey data Analyzed 2010 Employee satisfaction survey data Focused on the climate dimension data I am aware of Business and Finance values The Business and Finance values govern the way we do business in Business and Finance 4

8 2.5. Peer institutions survey Sixteen peer intuitions were surveyed regarding their onboarding process. Approximately 75% have some form of an onboarding program and a majority focus on mission, culture and vision. 5

9 3. Goals A standardized process that will: Better acclimate employees in UM community and culture Provide an environment that accelerates higher performance Instill a sense of pride in employees as to why its great to work at UM Enable employees to understand where they belong within B&F and UM Help employees feel their contribution is valued and important to the University You Matter To Blue A simple, cost-effective, efficient and easy to adopt process A One-Stop Onboarding resource site for employees with: Information about UM and B&F UM and B&F missions, vision, goals and values Links to Org charts Other resource links The Objective Better acclimate employees in UM community Provide an environment that accelerates higher performance Instill a sense of pride in employees as to why its great to work at UM Enable employees to understand where they belong within B&F and UM Help employees feel their contribution is valued and important to the University You Matter To Blue 6

10 4. Recommendations 1. Create a B&F Onboarding resource site 2. Recommend that B&F sends out a welcome to new employees. The should contain: Welcome message Video by EVP/CFO explaining B&F [Tim ) Link to the new resource site on B&F website Missions, Vision and Values of B&F 3. Recommend that B&F provides checklists to departmental HR administrators to be used as part of Onboarding process: Department Checklist Supervisors Checklist Employees Checklist 4. All departments should have departmental descriptions on their individual websites 5. Use the existing UMHR retention tool kit to re-engage employees with B&F mission, vision, goals and values 6. Provide an incentive to new employees to use this resource site 7. Encourage departments to improve communication and information sharing Website Wiki SharePoint CTools Social networking tools All Staff meetings 7

11 5. Implementation Plan 1. Identify project owner 2. Create project team to include departmental HR associates, central B&F HR, communication team, Senior Advisor to the EVPCFO 3. Finalize and activate website, checklists, social network tools, build a landing page that links to departmental org charts 4. Activate B&F process 5. Identify and measure success from B&F employee satisfaction survey and add new month demographic 6. Develop process to manage annual B&F onboarding Zoomerang survey for new employees and add questions specific to their onboarding experience 7. Identify recipient of survey data 8. Develop communication plan to: Raise awareness re: retention tool kit usage Encourage departments to update their departmental descriptions and org charts on websites Employ technology to increase communication and knowledge sharing Recommend departmental use of onboarding checklists 8

12 6. Measuring Success Metrics developed using: Identified questions on employee satisfaction survey New employee B&F Leadership Academy annual survey HR Retention data Number of hits to the new Onboarding web site indicate utilization of the resource Measure incentive program Current data is the benchmark and subsequent data capture/analysis will assist in measuring progress and success. 7. Follow-up Project owner is responsible for process and/or procedures to: Maintain website Maintain checklists Analyze B&F employee satisfaction climate dimension & new question survey data Measure success 9

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14 B&F new hire survey details Complete report available by 11

15 UMHR Professionals Survey Results Area of Focus Question 1 Do you have a formal process in place for new hires? 2 What do you call this process? 3 Is this process documented? 4 If so, may we have a copy? Onboarding at B&F Department A Department B Department C Department D Department E Department F Department G Department H Department I Yes Yes Yes Yes Yes Yes Yes N/A New Employee Orientation - bimonthly 2 hour sessions NEO Plant operations orientation N.E.O. & ITS Orientation Check list for Managers New Employee Department orientation New Employee Orientation Yes, on line Yes yes Yes Yes Yes Yes -On-line Yes - on line mich.edu/facstaff /hr/hiring/neo Yes Power point Yes Yes Yes N/A 5 If not, what does it Check list and NA N/A N/A N/A N/A N/A entail? task list 6 How long has it been in at least 10 years 10+ yrs.??? 14yrs. 10 yrs place? 7 How has it worked for you? (Intentionally open ended on) Well. They have a post-orientation Zoomerang survey and results always favorable and many ask for it to be longer So far it has been good, however it could use some improvement. We have had an excellent response from both new hires and supervisors Well so far, it provides a point of reference for our new employees and supervisors? It is a comprehensive session that I feel works very well N. E.O. N.E.O. 8 Has this process helped to acclimatize new hires? 9 Has it impacted productivity? How? Yes, understand accountability is part of YE evaluations Not sure. They are thinking about 3 month interviews to see how it's are going N/A We have never measured this I believe it has done a good job N/A Yes N/A Absolutely We have not measured it. N/A Individual departments would be better equipped to answer that, I would think so 12

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17 Peer institution survey result summary Onboarding at B&F Do you have a formalized on-boarding program? Answer Options Response Percent Response Count Yes 73.3% 11 No 26.7% 4 Other 3 answered question 15 skipped question 1 If yes, how long has been the program in place? Answer Options Response Count Yes 11 answered question 11 skipped question 5 Response Text 3 to 5 years 1 5+ to 10 years to 15 years years 1 many years 1 Which of the following are covered as part of the on-boarding process Answer Options Response Percent Response Count University/College overview including mission and goals 100.0% 11 Departmental missions and goals 27.3% 3 Organizational orientation 90.9% 10 Customer overview 36.4% 4 Work planning 9.1% 1 Training requirements 27.3% 3 Other (please specify) 11 answered question 11 skipped question 5 14

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20 Proposed welcome from EVPCFO (to be sent to new employees on first day of the job) Subject: Welcome to Business & Finance at the University of Michigan Onboarding at B&F Dear Employee: Welcome to Business & Finance. The Business & Finance (B&F) division includes more than 30 service areas that report to Executive Vice President and Chief Financial Officer (EVPCFO) Timothy Slottow to provide services essential to supporting the students, faculty and staff of the University of Michigan. We pride ourselves on our deep technical and business expertise, our commitment to understanding the university's functions, and filling our role as stewards of the human, financial, facilities and information resources of the University. In partnership with staff across the university, we truly "Make Blue Go." This onboarding hyperlink contains lots of information about the U of M and B&F, and where your own department fits into the overall B&F structure. It also has a welcome video from me and other B&F staff - Receive a FREE U of M Shirt if you read and click all the hyperlinks! The below are the goals, mission, vision and values here in Business & Finance. Goals: Being a provider of choice, employer of choice and best in class leadership. Mission: We partner with the University community to provide the technical, financial, physical, and information and human resource infrastructure essential to being a great public university of the world. Vision: We will become a high-performance organization by: (1) Being known for our deep expertise (both technical and business) (2) Demonstrating (via assessment and service) our understanding of the University's businesses (3) Serving as fiduciaries of the University assets (physical, financial, human, information and technology assets) Values: Respect and Diversity, Ethics and Integrity, Innovation, Collaboration, Professional Growth and Development, Quality and Customer Service, Health, Safety and Environment and Community We are excited to have you here and know together we can help the University meet its mission to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future. Welcome aboard! 17

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24 Proposed landing page design for all org charts 21

25 University of Michigan 2010 Business & Finance Leadership Academy Scott Harrington, Lisa Harris, Mary Ellen Lyon, Richard Wickboldt, Nadeem Zaidi